Sponsorship
Invitation Letter
Conference Sponsorship Deadlines:
- September 3 - Registration Deadline — Regular Registration ends
- September 3-September 18 - Late Sponsor Registration (late fees increase each day during this period)
- September 17 - Unbooked rooms at hotel are released
- September 18 - Fulldome content must be received by this date - submitted as a fisheye MP4 file.
- October 4 - Registration/meal selection ends for sponsor representatives (employees)
- October 7 - First date for equipment to arrive at sponsor hall or planetariums
- October 10 - Conference bag items must be received by the conference host by this date
- October 18 - Conference starts
- October 22 - Conference ends
Important / New Information
- There are two distinct registration processes for sponsors:
- Signing up the company for a sponsorship (e.g. selecting sponsorship level, amount of plenary time and exhibit hall space, etc.)
- Registering individual employees (sponsor representatives) to attend the conference (e.g. entering their names and selecting meal options, including the banquet)
- Membership is not included in registration, nor is it required. You and members of your team are not required to join GLPA but are more than welcome to do so. You will be offered an opportunity to join as you work through the Sponsor Representative registration process.
- If sponsorship requests can be accommodated after the sponsor registration deadline (September 3), a $50 per day late fee will be assessed. For example, a registration on September 5 will be assessed a $100 late fee, while a registration on September 11 will be assessed a $400 late fee.
Sponsorship Options and Costs
The following items contribute to your sponsorship level, and several are first come, first served:
| Company Registration Fee (required) |
$300 |
| Plenary Presentation Time | 5 minutes - $100 |
| 10 minutes - $400 | |
| 15 minutes - $800 | |
| 20 minutes - $1,250 | |
| Exhibit Hall Space | STANDARD BOOTH - $350 Includes 5ft table, tablecloth, 2 chairs, electricity, and wireless internet. |
| DOUBLE BOOTH - $700 Includes two 5ft tables, tablecloths, 4 chairs, electricity, and wireless internet. |
|
| Cocktail hour in the sponsor hall | $2,000 An open bar during Wednesday's scheduled sponsor hall hours (7:30 - 9:30pm), with prominent signage featuring your company's name and logo. |
| Table wine at banquet | RED - $1,000 Bottles of wine will be placed at each table during the banquet on Friday night along with your company name and logo. |
| WHITE - $1,000 Bottles of wine will be placed at each table during the banquet on Friday night along with your company name and logo. |
|
| Buses | TUESDAY - $250 Sponsor busing between conference locations for the day; verbal acknowledgements will be made during the bus ride and a sign with your company name and logo will be displayed during boarding. |
| WEDNESDAY- $400 Sponsor busing between conference locations for the day; verbal acknowledgements will be made during the bus ride and a sign with your company name and logo will be displayed during boarding. |
|
| THURSDAY- $400 Sponsor busing between conference locations for the day; verbal acknowledgements will be made during the bus ride and a sign with your company name and logo will be displayed during boarding. |
|
| Item in the Conference bag | $50 per item (some sponsors like to have more than one thing added) |
| Thursday Evening Fulldome Film Screenings | $10/minute |
The following items do not contribute to your sponsorship level:
| Late Fees | $50/day after September 3 |
Exhibit Hall Information
Tentative Sponsor Hall Floorplan (with table locations/layout)
Extension cables are not permitted in the Exhibit Hall. Only surge protecting power strips with a maximum 6ft cable are permitted, such as this.
Sponsorship Levels
| Parallel Universe | Universe | Galaxy | Solar System | Planet |
|---|---|---|---|---|
| $2,500+ Major Conference Sponsor | at least $1,600 Conference Sponsor | at least $1,100 Conference Sponsor | at least $700 Conference Supporter | at least $400 Conference Supporter |
| Logo on Cover of Conference Notebook, Large Font | Logo on Cover of Conference Notebook, Small Font | Logo on Inside of Conference Notebook | Logo on Inside of Conference Notebook | Company Listed as Conference Sponsor |
| Recognized as Dinner Sponsor | Recognized as Dinner, Lunch, or Reception Sponsor | Recognized as Breakfast, Hospitality Suite, or Break Sponsor | Recognized as Break Sponsor | |
| Half-page Ad GLPA Newsletter | Half-page Ad GLPA Newsletter | Quarter-page Ad GLPA Newsletter | ||
About the planetarium
The Williamsville Space Lab Planetarium has a 75 seat theater with a 30-foot dome (flat), and is equipped with a Spitz A5 optomechanical projector, Sky-Skan Definiti, and an RGB SkyLase system. The planetarium is located at Williamsville North High School, which will be the site of sponsor demonstrations and the business meeting.
The Whitworth Ferguson Planetarium has a 48 seat theater with a 35-foot Nanoseam dome (flat), and is equipped with a Zeiss ZKP4 optomechanical projector, a Spitz SciDome 4K system, an AVI SkyLaseFX laser system with hazer and two beam effects projectors, a 5.1 surround sound system, and ChromaCove lighting. There is limited space at the front and rear of the planetarium for additional equipment, so please contact the conference hosts with specific questions. The planetarium is located at SUNY Buffalo State College, which will be the site of the welcoming reception, sponsor hall, paper sessions, and fulldome screenings,
About the sponsor hall
The sponsor hall will be in Buffalo State College's Social Hall, which will also house the Tuesday evening reception and sponsor showcase; morning sponsor hall time and break, poster session, dinner, and post-dinner cocktail hours on Wednesday; and dinner on Thursday. With some meals and other activities taking place in the sponsor hall, you will have plenty of opportunity to talk with delegates and other sponsors at and near your booths.
Sending sponsor hall materials to the conference co-host
You must contact the conference co-host Kevin Williams (williakk@buffalostate.edu) to coordinate shipping. Equipment can be sent to:
Buffalo State College c/o Kristen Mruk GLPA 1300 Elmwood Ave Campbell Student Union 400 Buffalo, NY 14222Please ship so that packages arrive on or after October 7. On-campus delivery can take up to two additional days after delivery to campus, so please plan accordingly.
Sending your fulldome content
To allow preparation time before the conference, please ensure that fulldome content is received by conference co-host Mark Percy before or on September 18. Note that slicing is not possible. Instructions will be included with your confirmation letter regarding where and how to send content as well as technical specifications for video and audio files. Encoding specifications are indicated below:
- Resolution: 4096x4096
- File Format: .MP4
- Codec: H.264 or H.265 HEVC
- Audio: Integrated or separate .WAV file, 5.1 or stereo
- Bitrate: Set by video provider, usually 20-40mpbs
Sending equipment to planetariums
You will be notified in your confirmation letter when, how, and where to send projection equipment.
Conference bag items
To include your items in the conference bag, please send the items to:
Kevin Williams / SAMC 130 Buffalo State College 1300 Elmwood Ave Buffalo, NY 14222
Please ensure that the items arrive by October 10.